Senior Executive Assistant

Role:
Executive Assistant Priority

Location:

South Africa and Latin America

Working Hours:

40 hours per week (Mon - Fri) EST

Note:

Routine after-hours messages do not require an immediate response unless genuinely urgent. Salary Range: $2,500 - $3,000 USD ($) per month (The final offer is at the client’s discretion and depends on the candidate’s interview result, skills, and experience.) Type of contract:
Independent Contractor Type of job:
Remote Key Responsibilities Executive Operations

• Prepare a concise executive briefing by 8:00 AM Eastern each business day, identifying priorities, commitments, decisions, meetings, investor actions and emerging issues.
• Maintain a master system of executive commitments, follow-ups, approvals and deadlines.
• Progressively manage the Managing Director's Outlook inbox, identifying what requires his attention and handling or delegating routine matters.
• Own the Managing Director's calendar, including scheduling, rescheduling, preparation time, travel time and protection of high-value working time.
• Proactively follow up with employees and third parties when commitments are outstanding.
• Be comfortable respectfully challenging and managing the executive upward when priorities or commitments are at risk.

Capital raising is a major current priority. Working with the Managing Director and Investor Marketing & Pipeline Manager, the EA will:

• Coordinate investor meetings and follow-ups.
• Prepare relevant information before important investor conversations.
• Convert the Managing Director's meeting and voice notes into structured CRM entries and next actions.
• Send approved investor materials and coordinate subsequent meetings.
• Ensure investor commitments and follow-ups do not fall through the cracks.
• Help coordinate conferences, investor webinars, cocktail receptions, property tours and other investor events.
• Manage presentation versions, meeting materials and event logistics.

The Managing Director owns investor relationships and closing; the EA owns the execution surrounding his activity.

• Own day-to-day discipline of the company’s SharePoint-based document-management system.
• Ensure important documents received through email and other channels are properly captured and filed.
• Maintain consistent naming, version-control and filing practices.
• Ensure executed agreements and final documents are readily retrievable.
• Use technology and automation to progressively reduce manual filing and information-management work.

The company has experienced Development Managers who retain responsibility for project execution. The EA will not manage development projects.

Instead, the EA will track the Managing Director's required approvals, signatures, reviews, decisions and deadlines so project personnel do not need to repeatedly chase executive action.

The CFO is a CPA and retains responsibility for accounting, cash management and financial decisions. The EA may assist with document collection, organization, scheduling and administrative follow-through but will not independently perform accounting functions.

As trust develops, the EA will progressively assume significant household and personal administration for the executives, including:

• Coordinating maintenance, landscaping, cleaning, handyman and specialty vendors for two homes.
• Obtaining estimates, scheduling access and following work through completion.
• Vehicle service and maintenance coordination.
• Appointments and reservations.
• Travel research and coordination.
• Household purchases, subscriptions and renewals.
• Family scheduling and other appropriate personal logistics.

The objective is for the executives to make decisions where their…